How to Build a Great Knowledge Base in Notion
What a Knowledge Base Is and Why You Need One?
Prior to handling the Notion, let us make one point crystal clear: A knowledge base is simply one trusted location where information lives.
It provides answers to questions such as:
- Where do I find this?
- Who owns this?
- Is this the latest version?
- In what way can this be accomplished?
A good knowledge base:
- Eliminates confusion
- Saves time
- Assist new persons in learning fast
- Prevents repetitive questioning
Notion is a very good tool because:
- It can be accessed
- It is easy to use
- You can change anything anytime.
- It can apply to individuals, teams, and businesses.
- No technical skills are required
Through this article, it’s going to demonstrate how you can create a clean, simple, and functional knowledge base with a current version of Notion.
Step 1: Set Up a Dedicated Workspace for Your Knowledge Base
What this step is about
Your knowledge base needs to have its home in one place only. It shouldn’t get jumbled up with private pages, testing, or temporary pages. When you have everything right in one place, this makes it simple for the team to know where to look for the right stuff—that is, the official info.
What to do
Open Notion. Look at the left sidebar. Click “Add a page” or “+ New page.” Name the page something clear, like “Company Knowledge Base,” “Team Knowledge Hub,” or “Product Documentation.” Don’t worry about the perfect title right now. You can change the page’s title later.
Why this matters
“This will be the central point to which all knowledge will be directed, much as the entrance to a house.”
Step 2: Decide What Information Will Go Inside the Knowledge Base
What this step is about
Before you begin creating pages in Notion, you require understanding of the type of data your knowledge base will contain. This step is all about boundary setting. A knowledge base is not supposed to be an all-encompassing repository of data. A knowledge base will only need data that will be referenced repeatedly.
Common knowledge base sections
Typically, well-structured knowledge bases will contain sections for things like company policies, business processes/SOPs, how-to guides, FAQs, products or services, and internal tools or access guides. These categories of data are the kinds of things teams will often want to look up.
What to do
Start with a blank Notion page or even a blank paper, just write down the basic category headings like “HR Policies,” “Sales Playbook,” “Support Guides,” “Product Docs,” and “Internal Tools.” Nothing beyond that. No more.
Why this matters
Missing this step creates confusion down the line. Secondly, planning before all else keeps your knowledge base organized.
Step 3: Create a Clean Home Page Layout
What to do
Open your Knowledge Base home page. In the topmost part of your page, type a brief but strong statement like, “This is our single source of truth. All official information lives here.” Press Enter twice. Type /divider to make a separating line. Press Enter. Use /heading 2 to label your sections. Use easy-to-understand names such as HR & People, Processes & SOPs, Product Knowledge, or Tools & Access.
Why This Matters
“When the system is clear, users will be able to understand where to go within seconds rather than having to guess or search.”
Step 4: Create One Page for Each Main Category
What this step is about
Each main category in your knowledge base needs its own dedicated page. This is how you separate information clearly and avoid mixing unrelated topics on one page. Every category becomes a container that holds only the information related to it.
What to do
Go to your Knowledge Base home page and place the cursor under a section heading, such as HR & People. Type /page and press Enter. Give the page the same name as the heading, for example “HR & People.” Once the page is created, click on it to open. Repeat the same steps for every main category you listed earlier.
Why this matters
When each category has its own page, information stays organized and predictable. People can quickly find what they need without scrolling through unrelated content or getting confused.
Step 5: Use Databases for Structured Information
This is what this step involves
Not all knowledge can be presented as static pages. Some knowledge requires organization in a way that would enable search, filtering, and efficient handling. References to frequently consulted items such as SOPs, instructions, or FAQs are common. In such knowledge, a database would prove to be a better option than a page.
What to do
Open the corresponding page with the category, e.g., Processes & SOPs entries page. Enter /table and then choose Table – Full Page. As soon as you are done with database creation, you can create more useful columns. You should retain the Title column and add more columns named Category (Select), Owner (Person), Date, and Status with values like Draft or Approved.
Why it Matters
Using the database keeps the information organized and accurate. You can select by categories, sort by dates, and ensure consistency in every entry.
Step 6: Create a Standard Template for Knowledge Articles
What this step is about
A knowledge base works best when every article follows the same structure. When pages look and feel consistent, readers do not have to figure out how each document is written. They can focus on the content instead of the format.
What to do
Open the database you created, such as your SOP or How-to library. Click “New” and then choose “+ New template.” Inside the template, add clear sections using simple headings. Include areas like Purpose, Who should read this, Step-by-step instructions, Notes or Warnings, and Last reviewed date. Keep the layout clean and avoid decorative formatting. Simple headings are enough.
Why this matters
Consistency builds confidence. When people see the same structure every time, they know where to look for information and can understand content faster without confusion.
Step 7: Write Content in a Very Simple Way
What this step is about
An effective knowledge base should be written with someone who is learning in mind, not someone who already knows everything. You should always assume the reader is new, unsure, or reading in a hurry. Using simple language helps all of us understand better.
How to Write Each Line
Use simple and clear statements. One idea per paragraph is best. Use no technical terms unless absolutely essential, and when using a technical term, define it when it is used. Tell the reader what to do and why it has to be done. Where possible, break down instructions into steps – for example, instead of “Authenticate with SSO,” say “Click on login and sign in with your company email and password.”
Why this matters
Many people may be new employees in their organization, non-technical people in their organizations, or people in pressure situations awaiting fast solutions. Simple writing clears up misunderstandings and saves time.
Step 8: Use Toggles for Long Content
What this step is about
Long pages can feel overwhelming, especially when someone is looking for one specific answer. Too much content shown at once makes it harder to focus. Toggles help you hide detailed information until it is actually needed, keeping the page clean and easy to scan.
What to do
Open the page where the content feels long. Type /toggle and press Enter. Give the toggle a clear title such as “Step-by-step process” or “Detailed instructions.” Place all the detailed steps and explanations inside the toggle. You can add text, lists, or even images within it.
Why this matters
Toggles give readers control. They can expand only the sections they need and skip the rest, which makes the knowledge base faster and easier to use.
Step 9: Add Internal Links Between Pages
What this step is about
A knowledge base shouldn’t have the feel of a collection of disconnected pages. Often, there’s a connection between the information, and it’s simple to establish these relationships. Using internal linking ensures that the entire resource is connected and leads the visitor to the appropriate spot without resorting to duplication of content.
What to do
While you’re editing any page, you simply need to type @ and begin writing the name of another page. Notion will give you suggestions for some related pages. Choose the right one to generate a one-way link. For example, you can use a line like, “Refer to @Leave Policy for more details.” The page name will automatically become clickable.
Why this matters
Internal linking helps avoid duplication and maintains a clean knowledge base. Whenever there is an update on information, the change is made on one page; consequently, all linked pages remain updated and consistent.
Step 10: Use Icons and Covers
What this step is about
Icons and covers can make your knowledge base easier to scan and even more pleasant to view. Just remember: icons and covers should enhance your knowledge base and not detract from it. This is a lesson in how to keep your vision tasteful and in control.
What to do
Add a simple icon to each major page in order to make it clear in the sidebar. If you are using covers, then keep them to simple colors or images that are very subtle. Do not add images that are only used to be aesthetically pleasing and don’t add to meaning.
Why this matters
Too many graphics distract from the information presented. A clean and simple layout ensures that attention remains focused on the information and makes it easier to locate and understand information needed by readers through the visual aid provided.
Step 11: Set Proper Access and Permissions
What this step is about
A knowledge base should be easy to access but carefully controlled. Not everyone needs the ability to change content. This step is about protecting information while still making it available to the right people.
What to do
Open a page or database and click the Share button. Choose the appropriate permission level for each user or group. You can allow View only, Comment, or Edit access. These settings can be applied at the page level or directly on a database, depending on how much control you need.
Common setup
In most cases, all team members should have View access so they can read information. Editing rights should be limited to content owners or administrators to avoid accidental changes and keep information accurate.
Step 12: Create a Simple Navigation Section
What this step is about
People usually come to a knowledge base because they want an answer quickly. A simple navigation section helps them reach the right place without scrolling or searching. This step focuses on making movement across the knowledge base fast and effortless.
What to do
Go to the top of your Knowledge Base home page. Add direct links to the most important pages, such as policies, SOPs, or FAQs. You can present these links using a short bullet list or simple buttons. Keep the list small and focused on what people use most.
Examples
- HR Policies
- SOP Library
- FAQs
Why this matters
Clear navigation saves time and reduces frustration. When users can reach key sections in one click, they are more likely to use the knowledge base regularly.
Step 13: Keep Information Updated
What this step is about
Having a knowledge base is only good if the information in the knowledge base is accurate and truthful. Having outdated and inaccurate information will confuse people and mislead them to make the wrong decisions in life. In most instances, outdated information is more detrimental than having no information at all.
What to do
For every key page or article, insert a “Last updated” date, which reminds the readers how fresh the piece of information is. Designate a person whose duty is to ensure that the piece of information is accurate. Design a review routine, for instance, every month, to ensure the piece of information is authentic.
Why this is important
Regular updates help to gain the trust of the users. If the users understand the updates to be reviewed and owned by the particular person, they will feel more secure using the knowledge base.
Step 14: Encourage Usage and Feedback
What this step is about
A knowledge base has no value if it just exists and no one uses it. This step is about making the knowledge base part of everyday work and encouraging people to interact with it.
What to do
Share the knowledge base link with your team and clearly explain that it is the main place for official information. Ask users to share feedback when something is unclear, outdated, or missing. Pay attention to how people actually use the content and which pages they visit most.
Why this matters
Real usage shows what is working and what is not. Feedback helps you improve the structure and content over time, making the knowledge base more useful, reliable, and trusted by everyone.
Final Thoughts: What Makes a Knowledge Base Truly Great
A really great knowledge base isn’t about design, tools, or cool functionality even when that’s what stands out to some companies and their teams about a project or tool that their teams love and want to be using in their work. Great knowledge bases are about clarity and utility. The greatest ones are just that simple, truthful, easy to update, and easy to trust. It’s essential that people can rely on what they’re reading to be true and occur.
Notion is the platform, and it is entirely up to you to ensure the quality of the knowledge base you’ve created with it. Your task now is to maintain clarity and relevance and write it with a real audience in mind who is looking for answers fast.
Don’t strive for perfection. What is important is being useful. If information is easily accessible and easily understood, then people will, of course, avail themselves of it.
If you stick to these steps, you will develop a resource of knowledge that people depend on, one that saves time each day, and one that will develop steadily, just as the people and the knowledge are changing.
About the Author
Anna Malik – digital nomad, enthusiast of everything online and in the cloud, productivity maniac. She travels around the world reviewing web applications and other resources for Web People for our blog.
